Supply Chain Coordinator, Tanzania and Burundi

Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a highly qualified Supply Chain Coordinator to for our operations in DRC Tanzania.

General introduction:
The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfilment of the wish to return home. The Danish Refugee Council was founded in Denmark in 1956 and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced. All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

About DRC Tanzania and Burundi:
DRC has been implementing emergency response projects in Tanzania since the onset of the Burundi refugee crisis in 2015 in the refugee camps in the Kigoma region, close to the border with Burundi. DRC’s integrated projects for refugees, asylum seekers and host communities comprise sectors such as Camp Coordination and Camp Management (CCCM), Protection, and Livelihoods and Environment focused programming. The establishment of an office in Bujumbura, Burundi in 2018 aimed at strengthening a cross-border response and at enhancing the impact of its interventions to the Burundian returnees. Currently, DRC Burundi is implementing integrated protection and economic recovery and livelihood programming for returnees, Internally Displaced People, and vulnerable host Community members in several provinces at the border with Tanzania. DRC also works, mainly through local partners, in some of the Congolese refugee camps spread out over the country.

Overall purpose of the role:

The SC Coordinator is responsible for supporting the area offices on all Supply Chain functions such as procurement, fleet, warehousing, asset management and ensuring procedures and compliance rules and regulations issues are strictly applied. The SC Coordinator is also responsible for the staff capacity building and will work closely with key the support and program team members. SC Coordinator plays a key role in implementation of the Supply Chain Module of DRC Dynamics through tailor-made training, mentoring, coaching, monitoring, and controlling correct usage of the module. The position holder will report to the Head of Support Services (HoSS) and provide technical guidance to the Supply Chain teams in the area offices.

Responsibilities:

Warehousing:
Warehouse Management: Ensure all warehouse standards as per the DRC Operational Handbook is adopted and conduct comprehensive assessment in the warehouses in all locations, using the Warehouse tracker in SharePoint, and review and approve all relevant reports, conduct inventory count, and produce a clean inventory report.

Asset Management (for Tanzania and Burundi):
Ensure asset management standards are implemented and adhered to. Conduct, update and maintain comprehensive asset verification for all locations to ensure all resources are accurately accounted for and registered, including physical inventory, and intangible assets, with a warehouse check. Prepare asset disposal of damaged assets, ensuring compliance with the organization’s standards.

Procurement (for Tanzania and Burundi):

• Manage the entire process of the planning of procurement and supply chain activities ensuring cost and time efficient delivery of services in compliance with DRC and Donors regulations.
• Collaborate with Program staff, Area Managers and Supply Chain teams in area offices for proper procurement planning in project design and implementation stages. Ensure that procurement plans are prepared, monitored and updated at Country and field office levels.
• Lead and manage a country wide (for Tanzania and Burundi) prequalification of vendors for all categories and make sure that the process is transparent, consistent and we identify the right vendors for our goods and services.
• Develop and implement aa clean procurement KPI tracker, review and recommend on any addition necessary to the DRC Tanzania and Burundi programs.
• Develop framework agreements for all major procurement of goods and services across all locations and ensure compliance to value for money and procurement efficiency and benefits.
• Review ITB (Restricted, National and International) documentation before advertising or inviting suppliers
• Ensure all procurement documents are properly stored and archived to provide an appropriate audit trail for any internal and external audits.
• Conduct market surveys in key categories to ensure that DRC is receiving best value for money.
• Provide support for the field procurement team and manage the tendering process (TOC report, technical analysis and contract award).

Team Capacity Building (for Tanzania and Burundi):
Offer on-job training to enhance the SC team's skills, particularly in procurement, contract and supplier management, Fleet management, Assets management and market assessment. This is critical work as we have quite a number of new SC teams in the area offices.

Fleet Management (for Tanzania and Burundi):
Design a maintenance schedule and plan for vehicles and Gensets, ensuring all the procurement is in place with an emergency stock in areas we own cars and generators. Review the current fuel tracking reports to identify discrepancies. Create an online, user-friendly Excel-based tracker for real-time updates and improved monitoring.

Emergency Response Support (for Tanzania and Burundi):
Support the Supply Chain in related emergency response focusing stock management/record keeping, vendor prequalification, procurement of emergency stocks, and management of emergency warehouses.

Enforcing compliance & implementation of DRC procurement procedures

• Ensure adherence to DRC procurement policies & procedures as detailed in the Operation Handbook (OH)
• Ensure strict implementation, enforcement & adherence to the DRC procurement threshold (Revised Version)
• Propose areas where the DRC internal processes should be improved with the aim of increasing Value for Money, reduction of risks to the organization and improved efficiencies where they can be made.
• Frequently train all staff involved in Supply Chaing on Code of Conduct matters related to Supply Chain with the aim of reducing the risks of non-compliance and ensuring all staff involved in Supply Chain matters know the DRC and donor rules applicable on them.
• Ensure proper application of ERP supply chain processes in the area offices/country office.
• Apply reports and data analytics from ERP supply chain system to improve supply chain performance.

Field Visits and monitoring

• On a routine basis, visit field offices to monitor supply chain activities progress
• Any other duties assigned by the supervisor/Line Manager.
• Update procurement tracking sheets on weekly basis.

Report writing/ communication

• Be in charge of all SC related report writing, internally but also externally.

Pro-actively communicate internally (with the country team, the Regional Office and Head Quarters) and externally on all Supply Chain related matter, based on instructions from HoSS and Area Manager.

About you
Experience and technical competencies:

• Good command of spoken and written English.
• Excellent computer skills in MS Word & Excel, as well as experience working with an ERP system.
• Excellent organizational skills, self-motivated, proactive and able to accomplish set deadlines.
• Devoted, reliable and dedicated person
• Willing to travel and can work under pressure
  

Essential:

• Minimum of 5 years’ experience in a similar position with an international organization preferably in INGOs.
• Minimum of Bachelor's degree in Procurement & Supply chain Management, Bachelor of Business Administration (BBA) or any related field with 3 years of practice experience.

Desirable:

• Hands-on experience/skills in MS Office applications
• Good computer skills – especially Excel spreadsheets and able to work with Formulas, Power Point and Word.
• Prior DRC experience an asset.
• Fluency in French and Swahili is advantageous but not mandatory

In this position, you are expected to demonstrate DRC’ five core competencies:

Striving for excellence: You focus on reaching results while ensuring an efficient process.

Collaborating: You involve relevant parties and encourage feedback.

Taking the lead: You take ownership and initiative while aiming for innovation.

Communicating: You listen and speak effectively and honestly.

Demonstrating integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer
Contract length: 6 months (with possibility of extension based on performance and budget availability)

Band: NM-G1

Work location: Kibondo, Tanzania, with travel to Burundi

Start date: March 2025

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for employees on national/expatriate contracts please refer to our website for more details.

Application process
All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered.
Closing date for applications: 23 December 2024
For more information about the Danish Refugee Council, please visit our website drc.ngo.

Danish Refugee Council is an equal opportunity employer. We are committed to creating an inclusive and positive work environment based on mutual respect for all employees. All applicants are considered for employment regardless of personal characteristics or attributes.

Department:

Location: Kibondo, Tanzania, with travel to Burundi